Admin Task Calendar
The tables below list in detail the regularly occurring administrative tasks required by department administrators. Deadlines and documents are attached where required.
Quick Links: Frequency | July | August | September | October | November | December | January | February | March | April | May | June
Tasks to be done regularly |
||||
|---|---|---|---|---|
| Frequency: | Task: | Description: | Website / Location: | Contact: |
| Weekly, Biweekly, Monthly, Quarterly, Annually |
Review relevant HR reports | HR reports that are to be reviewed at the Unit/Departmental level. | Self Service : Administration : HR Inquiry : Standard Report Frequency Recommendations | Area HR Representative/ Coordinator |
| Weekly | Send emails to appropriate audience from the CLAS Business Updates | Weekly email received from CLAS with announcements, reminders, due dates, policy implementation and changes. | CLAS Business Updates and DEO Mailing Archive | Becca Tritten |
| Monthly | Review and Process TDRs | Financial reports to be processed. | Area accountant | |
| Monthly | Staff Meetings | |||
| Monthly | One-one staff meetings | |||
| Monthly | Account/spending plans | Meet with faculty & accountant to discuss accounts and spending plans. | ||
| Monthly | Account balances and projections | Meet with accountant to review account balances and projections. | Area Accountant | |
| Monthly | Payroll Cutoff | Typically 5 business days before the last day of the month, but can be earlier when there are holidays. See the Payroll calendar for specific dates. | Payroll Calendars | Payroll |
| Quarterly | Harassment Prevention Training | Quarterly training due be 3/31, 6/30, 9/30, 12/31. | CLAS HR | |
| Quarterly | Divest Foundation Funds | Divest Foundation funds if there isn’t enough spendable cash | UI Center for Advancement Website | Area Accountant |
July |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| Process Graduate Assistant Reappointments | Graduate Assistant Reappointment System closes August 11, 2023. | Self Service : Administration : HR Online Update : Grad Asst Reappointments | Department Admin or Delegate and Kristina Swanson |
| Fall TA Assignments | Assign TAs to courses using the yearly TA allocation and requests as guidelines. | CLAS Policy: Graduate Assistant Appointments, Reappointments, and Termination | Department Admin or Delegate and Kristina Swanson |
| Faculty % time changes | Initiate forms for faculty who are changing percent time for AY. | Self Service : Administration : Systems : HR Transaction System | Ryan Kirkey |
| LWOP and PDA forms | Contact CLAS HR Hub to process forms for faculty who are going on LWOP. PDA forms are submitted by individual faculty. | CLAS HR: Administrative Resources: Process a Transaction CLAS Policy: Professional Development Award (PDA) Recommendation & Approval |
Gabbie McDermott Melia Pieper |
| Submit Staff Appreciation Grant application | To fund appreciation/recognition efforts. | UI HR: Staff Appreciation Grant Program | University of Iowa Human Resources |
| Spring course offering schedule | Submit Spring 2025 course offerings in MAUI. Planner closed on July 9, 2024. | MAUI : Home : Registrar : Offerings Planner reg-maui-support@uiowa.edu | Department Admin or Delegate |
| Review To Be Paid Report | Review that To Be Paid Report matches COS forms that were processed prior to July 1. Should review report monthly, but very important with start of the budget year. | HRIS | CLAS HR Rep |
| Low enrolled courses | Review courses for low enrollment and cancel if needed. | CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report | Department Admin or Delegate |
| Fall 2024 textbook(s) to be listed in MAUI | All textbook and resource orders for fall 2024 should be finalized in MAUI by Early Registration (April 8-26, 2024), but in no event later than four weeks prior to the start of the semester in which the textbook is to be used by students. | CLAS Policy: Textbooks and Materials Policy Resource/Report: Courses Textbook Report |
Office of the Registrar |
| Visitor and Adjunct Faculty forms | Initiate forms for visitor and adjunct faculty. | Self Service : Administration : Systems : HR Transaction System | Jeff Donoghue |
August |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| Professional Development Award (PDA) Applications | PDA proposals for AY 2024-25 are due to DEO August 14, 2023; with DEO approval, due to Dean's Office on August 28, 2023. | CLAS Policy: Professional Development Award (PDA) Recommendation & Approval | Gabbie McDermott |
| AY22-23 Development Leave (PDA) Reports | Reports for awards completed during AY 2022-23 are due to DEO August 14, 2023; with DEO approval, due to Dean's Office August 28, 2023. | CLAS Policy: Professional Development Award (PDA) Recommendation & Approval | Gabbie McDermott |
| Spring Flex Load Reports due to CLAS | A form will be sent to faculty who had a flex load assignment. Reports for assignments completed spring 2023 are to DEO August 16, 2023.; with DEO approval, due to Dean's Office August 28, 2023. | Gabbie McDermott | |
| May Brodbeck Humanities/James Van Allen Natural Sciences Fellowship reports due to CLAS | Reports for extended AY 2022-23 awards (May Brodbeck Humanities or James Van Allen Natural Sciences fellowships) due to DEO August 14, 2023; with DEO approval, due to Dean's Office August 28, 2023. | Faculty Development & Awards | Gabbie McDermott Office of the Provost |
| General Education CLAS Core Proposals | General Education CLAS Core Proposals due August 23, 2023 | GE CLAS Core Proposals | Jennifer Eimers |
| P&T Workshop | Offered by Dean’s office once in the fall and once in the spring. Fall workshop: August 29, 2023, 2:00-3:30pm in-person: 2520D UCC |
CLAS Faculty Workshop Schedule | Tiffany Schier |
| Instructional Facilities Governance Report | Verify fall course data as required by Board of Regents. Fall 2023 report due August 30, 2023. |
Office of the Registrar: Instructional Facilities Governance Report | Academic Departmental Administrator role in MAUI |
| Summer course offering schedule | Summer 2024 course offering schedule due in MAUI. Offerings planner closed August 8, 2023. Need to input faculty and TA salaries for summer. Refer to the summer session appointment process link here: https://policy.clas.uiowa.edu/clas-policies-and-procedures/faculty/summerwinter-salary-teaching-course |
MAUI : Home : Registrar : Offerings Planner | Department Admin or Delegate |
| Spring/Summer funding requests | Send out call to faculty and staff. | Department Admin or Delegate | |
| Food & Beverage and Recognition policies | Review and update the Food & Beverage and Recognition policies. Send updated policies to Kaitlyn Behan | CLAS Policy: Food and Beverage | Kaitlyn Behan |
| Cash Handling policy | Review and update departmental Cash Handling policy. Send updated policy to Kaitlyn Behan. | CLAS Policy: Cash Handling | Kaitlyn Behan |
| I9s | Contact CLAS HR Hub to process I-9 forms for newly funded graduate students and faculty. | CLAS HR: Administrative Resources: I-9 Processing | Department HR Rep |
| Low enrolled courses | Review courses for low enrollment and cancel if needed. | CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report | Department Admin or Delegate |
| Collect and post faculty and graduate teaching assistants office hours for the current/upcoming session | Post office hours for faculty and teaching assistants on office doors and the website. | Department Admin or Delegate | |
| Collect syllabi for DEO review and approval | Syllabi are due to the DEO two weeks prior to the start of classes for review and approval. | CLAS Policy: Required Syllabus and Syllabus Insert CLAS Policy: Syllabus Review by DEO (Undergraduate) |
Department Admin or Delegate |
| TA Expectations | Send beginning of semester TA expectation forms to faculty, who are to meet with TAs during first week of semester, return signed forms to admin for scanning/filing. | UI HR: Graduate Teaching and Research Assistants (COGS) elr-help@uiowa.edu |
Department Admin or Delegate and Employee Labor Relations |
| ESPA/ELPT Request for Evaluation for TA Certification Forms | If necessary for new fall TA, submit online Request for Evaluation form to ESL Office. Deadline: August 1 |
Self Service : Administration : Forms : ESL TA Certification | ESL Office |
Awards & Nominations |
|||
| Mary Jo Small professional development applications due | The Mary Jo Small Staff Fellowship is an award that University of Iowa staff members may use to help defray costs associated with regional, national, or international meetings or workshops, as well as a variety of other non-academic professional development opportunities on and off-campus. Applications submitted by the February 28 deadline will be reviewed and announced in March. Applications submitted by August 31 will be reviewed and announced in September. |
UI HR: Mary Jo Small Staff Fellowship Award | UI Learning and Development |
September |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| Faculty Promotion Dossiers | Work with faculty working toward promotion to ensure they have their promotion dossier submitted to DEO by September 1 deadline | Tiffany Schier | |
| Financial Sub-Certification due | Financial Sub-Certification document due to CLAS. Deadline: September 5, 2023 |
Controller's Office: Annual Financial Certification and Financial Sub-certification | Area Accountants |
| CLAS Annual Faculty Meetings | CLAS Annual Faculty Meeting: September 18, 2023: 3:30-5:00pm | ||
| Newly Tenured Faculty Workshop | Newly Tenured Workshop offered by Dean’s Office. September 19, 2023 in person, 2:00-3:00pm | CLAS Faculty Workshop Schedule | Tiffany Schier |
| Newly Promoted to Associate Professor of Instruction Workshop | Newly Promoted to Associate Professor of Instruction Workshop offered by Dean’s Office. September 26, 2023 in person, 2:30-3:30pm | CLAS Faculty Workshop Schedule | Tiffany Schier |
| Quarterly SHPE deadline | All faculty and staff must complete the Sexual Harassment Prevention Education (SHPE) every three years. Deadline: September 30 |
Diversity, Equity, and Inclusion: Harassment Prevention Education Course Information | Equal Opportunity and Diversity |
| PTEAP (post tenure effort allocation policy) | PTEAP updates due to CLAS. Review PTEAP filed in spring and report changes in faculty effort to Tiffany Schier. Deadline: September 30 |
CLAS Policy: Post-tenure Effort Allocation Policy (Faculty) Office of the Executive Vice President and Provost: PTEAP (login with HawkID and password) |
Tiffany Schier |
| Effort Certification/Personal Activity Reports (PARs) | PARS are due for faculty, Post-docs, and P&S staff by September 30, 2023 | CLAS Policy: Effort Reporting/Personnel Activity Report (PAR) | Bob Le Sage (Grant Accounting), 335-0102 Department Admin Faculty |
| Instructional equipment proposals | Instructional equipment proposals due to CLAS. Deadline: September 29, 2023 |
CLAS Policy: Instructional Equipment Funding | Eugene Buck |
| Funding requests | Organize and send requests for funding to the Departmental Executive Committee | ||
| Tenure Case materials | Send materials to external reviewers | CLAS Website: Faculty Appointments & Review — Promotion and Tenure Review | Tiffany Schier |
| DCG meetings | Schedule DCG meetings for tenure cases and promotion cases | CLAS Website: Faculty Appointments & Review — Promotion and Tenure Review | Tiffany Schier |
| Faculty reviews | Schedule for probationary, 3rd year, promotion/tenure, post-tenure (5 year peer review) and lecturers are found via Employee Self Service > Administration > Faculty Admin. Applications > Faculty Review Application. | CLAS Policy: Faculty Reviews: General Procedures | Tiffany Schier |
| Special Comp, Payments | Process special compensation payments for faculty overload and staff adjuncts based on enrollments on census day. | Self Service : Administration : Systems : HR Transaction System | Jeff Donoghue |
| Remind faculty to review spring and summer course schedule | Faculty need to go into MyUI to review their spring and summer schedules for accuracy before students are able to enroll in courses. Offerings planner open for changes September 18 - October 1, 2023. MyUI Course Browse and Schedule Builder are available to students October 2, 2023. | MyUI Courses | Department Admin or Delegate |
October |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| ESPA/ELPT Request for Evaluation for TA Certification Forms | If necessary for new spring TA, submit online Request for Evaluation form to ESL Office. TAPE fees assessed and billed. Deadline: October 1 |
Self Service : Administration : Forms : ESL TA Certification | ESL Office |
| Course Fee Proposals | Spring session course fee proposals due in MAUI by October 1. | Office of the Registrar: Course Fee Information Information | Office of the Registrar |
| Flex load assignment applications due to CLAS | Probationary faculty flex loads; contact Gabbie for the form. Due to DEO October 9, 2023; with DEO approval, due to Dean's Office October 23, 2023. |
CLAS Flexible Load Assignment | Gabbie McDermott |
| Capital Asset Management Inventory Due | Department led inventory completion deadline: October 15, 2021. | Controller's Office: Capital Assets Management | Capital Assets Management |
| Faculty Review Workshop | Offered by Dean’s office each fall. In person, October 19, 2023, 2-3:30pm | CLAS Faculty Workshop Schedule | Tiffany Schier |
| Old Gold Summer Fellowship Applications | Old Gold Summer Fellowship for Summer 2024 Applications due to DEO October 30, 2023; with DEO approval, due to Dean’s Office November 13, 2023. | CLAS Policy: Old Gold Fellowships | Gabbie McDermott |
| Old Gold Summer Fellowship Reports | Faculty who received an Old Gold Fellowship the previous summer must submit a report. For fellowships completed summer 2023, due to DEO October 30, 2022; with DEO approval, due to Dean's Office November 13, 2023. |
CLAS Policy: Old Gold Fellowships | Gabbie McDermott |
| Fall course offering schedule | Submit Fall 2024 course offerings in MAUI. Planner closed on November 7, 2023. | MAUI Offerings Planner | Department Admin or Delegate |
| Teaching Assistant Observation due by 8th week of the semester | CLAS requires faculty who supervise TA instructors to observe and evaluate them by the 8th week of the semester. | CLAS Policy: Evaluation of Teaching Assistants | Christine Getz |
| Initiate COS forms – Faculty | Ensure faculty are on correct MFKs for November 1 university snapshot (the official FTE headcount the University reports for the year, also reported based on funding source). Departments should have all hires, appointment changes, termination/retirement/phased retirement, research/course releases, grant releases completed through workflow in time for the November 1 snapshot. |
Self Service : Administration : Systems : HR Transaction System | Ryan Kirkey |
| Spring scholarships | Process Spring scholarships in MAUI. | MAUI : Home : Scholarships & Grants Workflow – click on “recipient form” | |
Awards & Nominations |
|||
| Innovation in Teaching with Technology Award | Award provides funding for innovative and results-oriented learning technology projects that raise the level of teaching and learning at UI and have the potential to directly impact student success and retention. | Office of Teaching, Learning & Technology: Innovations in Teaching with Technology Awards | Steve Silva |
| Graduate Engagement Corps (GEC) Applications Due | Intensive week-long interdisciplinary seminar for graduate students. |
Office of Community Engagement: Graduate Engagement Corps | Jennifer New |
| Global Research Partnership Award Proposals due | The Global Research Partnership Award (GRPA) is intended to help initiate new or expand existing international partnerships and/or to build an institutional relationship to facilitate future joint research projects. Deadline: October 15 of the calendar year prior to the one in which funding will be used. |
International Programs: Global Research Partnerships Award | Amy Welter |
| Developmental Sciences Hybridoma Bank award application | The Developmental Sciences Hybridoma Bank (DSHB) Awards provide support to tenured CLAS faculty for an approved research project within the humanities. The award is expected to result in at least one project for publication, or a national/ international presentation. Due to DEO October 23 and due to Dean with DEO approval November 6, 2023. |
CLAS Policy: DSHB Humanities Scholar Award | Gabbie McDermott |
| Exceptional Performance Awards for P&S Staff due | Award (funded by the department) for staff exceptional performance. Deadline: October 15 |
Flex Pay Awards Policy | Julie Rothbardt |
November |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| Faculty 5-Year Hiring Plans | 5 Year Faculty Hiring Plans due to CLAS November 1, 2023 | Process and Template CLAS File Cabinet |
Tiffany Schier |
| P&T Committee Report Due | By the first working day of November, the Departmental Promotion Committee report is due, utilizing CLAS template | Promotion Review Process | Tiffany Schier |
| Preliminary Promotion Records Due | After P&T Committee Report has been added to the Promotion Record, submit bookmarked PDF to CLAS for preliminary review. Due November 1. | Promotion Record Submission Process | Tiffany Schier |
| FY2025 P3 Proposals Due | Preliminary proposals for FY2025 P3 initiatives to support the University of Iowa 2022-2027 Strategic Plan due by November 6, 2023. Discuss proposal with Area AD prior to submission | Preliminary Proposal - Call for Submissions | |
| Spring 2024 textbook(s) to be listed in MAUI | All textbook and resource orders for spring 2024 should be finalized in MAUI by Early Registration (November 6, 2023), but in no event later than four weeks prior to the start of the semester in which the textbook is to be used by students. | CLAS Policy: Textbooks and Materials Resource/Report: Courses Textbook Report |
Department Admin or Delegate |
| Begin monitoring low enrollments during Early Registration Period for Spring Session | Monitor low enrollments through the registration period. Consult DEO on recommendations for consolidation and/or cancellation of low enrolled courses. Spring 2024 early registration: November 6 - December 1, 2023. |
MyUI Courses Resource/Report: Instructional Capacity – Matching Section Offerings to Demand |
Department Admin or Delegate |
| Last Day to Drop Courses | Last day for students to drop individual semester-length courses without collegiate approval: November 13, 2023 | Registrar Date by Session | |
| Faculty Deployment Charts Due | 2024-25 Faculty Deployment Charts (previously called “airline seating charts”) due to CLAS. Faculty hiring plans will not be considered unless a deployment chart is submitted. Due November 17, 2023. | Process and Template CLAS File Cabinet |
Tiffany Schier |
| Faculty Line Pre-Proposals | Faculty line pre-proposals due to CLAS November 17, 2023 | Process and Template CLAS File Cabinet |
Tiffany Schier |
| TA Allocation requests and TA lines | Evaluate program TA allocation requests and award TA lines to programs for spring. | CLAS Policy: Teaching Assistant Allocations | Kristina Swanson |
| Overload/adjunct offer letters | Complete overload and adjunct offer letters for Spring, send for review and signatures. | CLAS Policy: Fixed-Term Faculty Policy (Adjunct/Visitor) Offer letters available in ALT ICON Site. |
Tiffany Schier |
| New TA offer letters | Complete new TA offer letters for Spring, send for review and signatures. | CLAS Policy: Graduate Assistant Appointments, Reappointments, and Termination | Gabbie McDermott |
| Update Departmental Disaster Preparedness Plan | Typically receive email from HR to initiate updates. Review annually to ensure contacts are up to date. |
UI HR: Disaster Preparedness | Julie Rothbardt |
| TA Evaluation forms | Send departmental TA evaluation forms to faculty to complete for each TA by the last week of the semester. | CLAS Policy: Evaluation of Teaching Assistants | Gabbie McDermott |
| End of semester potluck | Normally, plan end of semester potluck (if your area has one). | ||
| Thanksgiving Break office hours/closing | Notify Dean's office if you modify Thanksgiving Break office hours. Include primary contact on days that are not standard University Holidays. | Becca Tritten | |
Awards & Nominations |
|||
| (IOWA) Improving Our Workplace Award nominations due | To recognize someone who is making a positive difference in the results your workplace is achieving. Deadline: November 1 |
UI HR: Improving Our Workplace Award (I.O.W.A.) | UI Learning and Development |
| President and Provost Awards for Teaching Excellence nominations due | Recognizing faculty for teaching excellence over a three-year period. Deadline: November 22, 2023 |
Council on Teaching: Teaching Awards | Gabbie McDermott |
| Mary Louise Kelly Award nominations due | Award to support CLAS staff with job-related continuing education and professional activity. Application deadline: November 10, 2023 |
CLAS Website: Mary Louise Kelley Professional Development Award | Melia Pieper |
| International Programs' Major Projects Award | International Programs' Major Projects Award promotes important contributions to scholarly debates and exchanges on international topics, issues, discoveries, and arts. Deadline: November 20 of the academic year prior to the one in which funding programming would take place |
International Programs: Major Projects Awards | Amy Welter |
| Regents Award for Faculty Excellence due to CLAS | Nominations of outstanding faculty members. Deadline: November 26, 2021 |
Office of the Vice President for Research: Regents Award for Faculty Excellence | Becca Tritten |
December |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| Marcus Bach Fellowship nominations due to CLAS | Fellowship for graduate students in the Humanities. Deadline: December 1, 2022 |
CLAS Website: Marcus Bach Graduate Fellowships | Gabbie McDermott |
| P&T cases | Tenure and Instructional Track Promotion cases due to CLAS December 4, 2023. Promotion to Full Professor cases due to CLAS December 11, 2023. |
CLAS Website: Faculty Appointments & Review | Tiffany Schier |
| Graduate student appointments/ reappointments | Process graduate student appointments and reappointments (only open for a limited time, usually mid-December until the Friday before classes begin for the Spring semester). Consult Business Brief for annual date range. Dates Grad Reappointment system open: December 5, 2022 - January 13, 2023 |
New: Self Service : Administration : Systems : HR Transaction System Reappointment: Self Service : Administration : HR Online Update : Grad Asst Reappointments |
Kristina Swanson |
| 2024-2025 Visitor and Adjunct Requests due | 2024-2025 Visitor and Adjunct Requests due in CLAS MAX by December 8, 2023 | Jeff Donoghue | |
| TA Teaching Evaluation | Meet with TAs to review teaching evaluation forms. | ||
| Fall Terminations | Process Fall terminations for TA/RA, adjunct, faculty and staff. | Self Service : Administration : Systems : HR Transaction System | TA and RA: Kristina Swanson Staff and Adjunct: Jeff Donoghue Faculty: Ryan Kirkey |
| Spring TA Assignments | Assign spring TAs to sections in MAUI. | ||
| Staff holiday lunch | Plan staff holiday lunch/virtual celebration. | ||
| Winter Break office hours/closing | Notify Dean's office if you modify Winter Break office hours. Include primary contact on days that are not standard University Holidays. | Becca Tritten | |
Awards & Nominations |
|||
| Perry A. and Helen J. Bond Fund for Interdisciplinary Interaction proposals due | Bond funds are intended to promote interdisciplinary events (new). Deadline: Dec 1 and May 1 each year |
CLAS Policy: Perry A. and Helen J. Bond Fund for Interdisciplinary Interaction | Becca Tritten |
January |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| Special Comp Payments | Process special compensation payments for faculty overload and staff adjuncts based on enrollments on census day (10th business day of semester). | Self Service : Administration : Systems : HR Transaction System | Jeff Donoghue |
| TA Expectations | Send beginning of semester TA expectation forms to faculty, who are to meet with TAs during first week of semester, return signed forms to admin for scanning/filing. | ||
| I9s | Complete forms with newly funded graduate students and faculty; also update section 3 with new start date if there has been ANY break in service. Adjunct technically breaks every semester. | Department HR Rep | |
| Low enrolled courses | Review courses for low enrollment and cancel if needed (also good to check after early registration is complete in December). | CLAS MAX : Course Planning and Enrollment : CLAS Low Enrollment Report | Department Admin or Delegate |
| GE Course proposals due | GE CLAS Core proposals for spring semester are due by January 17, 2024. | CLAS Policy: Proposing a Course for GE CLAS Core Status | Jennifer Eimers |
| Collect and post faculty and graduate teaching assistants office hours for the spring semester | Post office hours for faculty and teaching assistants on office doors and the website. Departments are encouraged to use the term "walk in hours" rather than "office hours". | Department Admin or Delegate | |
| Collect syllabi for DEO review and approval | Syllabi are due to the DEO two weeks prior to the start of classes for review and approval. | CLAS Policy: Required Syllabus and Syllabus Insert CLAS Policy: Syllabus Review by DEO (Undergraduate) |
Department Admin or Delegate |
| COS Forms – Faculty | Initiate COS forms to bring faculty back to budgeted salary, effective July 1, 20XX. | Self Service : Administration : Systems : HR Transaction System | Ryan Kirkey |
| Termination Forms – Faculty | Initiate termination forms for faculty retiring/resigning at end of academic year. | Self Service : Administration : Systems : HR Transaction System | Department HR Rep |
| Graduate student appointments/ reappointments (see also in December) | Process graduate student appointments and reappointments (only open for a limited time, usually mid-December until the Friday before classes begin for the Spring semester). Consult Business Brief for annual date range. Dates Grad Reappointment system open: December 5, 2022 - January 13, 2023 |
New: Self Service : Administration : Systems : HR Transaction System Reappointment: Self Service : Administration : HR Online Update : Grad Asst Reappointments |
Kristina Swanson |
| General Catalog updates | General Catalog updates due in February. Catalog open for edits: December 5, 2022 - February 6, 2023 |
NextCatalog | Registrar Publications |
| Review bi-weekly student employment | Terminate employees that are no longer working in department or are not registered for spring 2023. | Department HR Rep | |
| MAUI Offerings Planner Open for Fall Review | Fall 2023 offerings planner open for department review January 13, 2023 to January 27, 2023. | MAUI : Home : Registrar : Offerings Planner | Department Admin or delegate |
| CLAS Dissertation Writing Fellowship | Deadline: January 27, 2023 | CLAS Website: CLAS Dissertation Writing Fellowships | Gabbie McDermott |
| Alumni Award nominations due | Distinguished Alumni recognizes individuals for outstanding achievement or service. Nominations for the 2023 awards may be submitted at any time, but should be postmarked no later than January 31, 2023. |
UI Center for Advancement: The University of Iowa Distinguished Alumni Awards | Nici Bontrager |
| First-year seminar | Proposals are due to CLAS. Deadline: January 31, 2024 (tentative date) |
CLAS Policy: First-Year Seminar | Angela Lamb |
Awards & Nominations |
|||
| Susan C. Buckley Distinguished Achievement Award for Staff nominations due | Award recognizes staff that serve as mentors/role models for women/girls and contributions of significant impact through leadership, innovation, and/or subject matter expertise. Deadline: January 6, 2023 |
Celebration of Excellence and Achievement Among Women: Distinguished Achievement Award | Jionting Hu |
| May Brodbeck Distinguished Achievement Award for Faculty | Award recognizes faculty that serve as mentors/role models for women/girls and contributions of significant impact through leadership, innovation, and/or subject matter expertise. Deadline: January 6, 2023 |
Celebration of Excellence and Achievement Among Women: Distinguished Achievement Award | Jionting Hu |
| CLAS Alumni Fellows nominations due to CLAS | To recognize former undergraduate and graduate students for their contributions to society, their professions, CLAS, and UI. Deadline: January 27, 2023 |
CLAS Website: Alumni Fellows | Lisa Gray |
February |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| Staff Performance Reviews | Begin the process for staff performance reviews | CLAS Policy: Staff Performance Reviews | Unit HR Rep |
| Faculty Request to Change Appointment % | Proposals from faculty requesting to move all or part of their budgeted appointment to a different department of appointment, or for jointly appointed faculty to alter the percentage appointment in each department due to CLAS February 1, 2024. Note: Beginning AY24-25, this deadline will shift to October 1 each year. | CLAS Procedures to Request Change in Appointment | Tiffany Schier |
| Ida Beam applications | Ida Beam Distinguished Visiting Professor Applications due to DEO February 1; with DEO approval, due to Dean's Office February 15 | Office of the Executive Vice President and Provost: Ida Cordelia Beam Distinguished Visiting Professorships Program | Associate Provost for Faculty |
| Course Fee Proposals | Summer and Fall session course fee proposals due in MAUI by February 1. | CLAS Policy: Course Fee Calculation, Submission, and Approval | Jennifer Eimers |
| Student Technology Fees | Proposals are due to CLAS. Deadline: February 1, 2024 |
CLAS Policy: Student Technology Fee Awards | Lance Bolton |
| Faculty Line Full Proposals | Full Proposals for Faculty Lines due to CLAS February 1, 2024 (tentative date) | More information forthcoming | Tiffany Schier |
| Preparing for Promotion to Full Professor Workshop | Preparing for Promotion to Full Professor Workshop offered by Dean’s Office in person: February 13, 2024. | CLAS Faculty Workshop Schedule | Tiffany Schier |
| Preparing for Promotion to Associate Professor Workshop | Preparing for Promotion to Associate Professor Workshop offered by Dean’s Office in person: February 20, 2024. | CLAS Faculty Workshop Schedule | Tiffany Schier |
| Preparing for Instructional Track Promotion Workshop | Preparing for Promotion in the Instructional Track Workshop offered by Dean’s Office in person: February 27, 2024. | CLAS Faculty Workshop Schedule | Tiffany Schier |
| Report on outside professional activities due (eCOI) | The Conflict of Interest in the Workplace policy requires that all University of Iowa employees disclose any potential or actual conflicts of interest in the workplace in advance of initiating an activity or when the employee, in the exercise of reasonable diligence, first becomes aware of the conflict or the potential for conflict. | Office of the Executive Vice President and Provost: Conflicts of Commitment and Interest Policies at the University of Iowa | Associate Provost for Faculty University Human Resources |
| MyUI Course Browse available for Fall | Remind faculty to review fall course schedule before students register; faculty need to go into MyUI to review their fall schedules for accuracy. Fall 2024 course browse and Schedule Builder available in MyUI to students on January 22, 2024. |
MyUI Courses | Department Admin or Delegate |
| CQI | Continuous quality improvement project for Regents (CQUI) due. | Sent by Jennifer Eimers | Jennifer Eimers |
| Summer DEO forms | Initiate the summer DEO forms. | Self Service: Administration: HR Transaction System: Summer Support Form | Ryan Kirkey |
Awards & Nominations |
|||
| International Engagement Teaching Award | CLAS/International Programs award. Deadline: February 9, 2022 |
CLAS Policy: CLAS International Engagement in Teaching Award for Faculty | Gabbie McDermott |
| Nominations for CLAS Staff Council | The Staff Council Ad Hoc Committee is seeking nominations for CLAS Staff Council. Nomination form open February 6-10, 2023 |
CLAS Staff Council Website: Elections | Lisa Gray |
| Discovery and Innovation Awards | Awards to recognize faculty, staff and student research, laboratory safety, and mentorship in the areas of discovery, innovation, and leadership development. Deadline: February 7, 2023 |
Office of the Executive Vice President and Provost: Discovery and Innovation awards | Cheryl Ridgeway |
| Distinguished Research Administrator Award | Award is given annually to recognize staff members who performed exceptional service in support of research at the University of Iowa by exploring funding opportunities, assisting in grant proposal preparation, submission, post-award administration, and operational support. Deadline: February 7, 2023 |
Office of the Vice President for Research: Distinguished Research Administrator Award | Cheryl Ridgeway |
| Collegiate Teaching Award | Nominations for faculty deserving of recognition in CLAS for outstanding teaching. Departments submit nomination proposals by December 16, 2022. The deadline for receipt of all nomination materials is February 8, 2023. |
CLAS Policy: Collegiate Teaching Award | Gabbie McDermott |
| Hancher-Finkbine CLAS Faculty & Staff Medallion | Award to recognize a faculty member whose hard work has made a significant contribution to the UI Community, specifically surrounding Learning - Leadership - Loyalty. Deadline: February 10, 2023 |
Division of Student Life Website: The Hancher-Finkbine Award | Office of the Dean of Students |
| 2023-24 Collegiate Teaching Award Nominee Proposal due | Proposals from departments for awards recognizing faculty for teaching excellence over a three-year period. Nomination materials due February 14, 2024. |
CLAS Policy: Collegiate Teaching Award | Gabbie McDermott |
| Jean Y. Jew Women’s Rights Award | Candidates who have demonstrated outstanding effort/achievement in improving the status of women at the University. Deadline: February 13, 2023 |
Division of Student Life: Women's Resource and Action Center: Scholarships and Awards | Laurie Haag |
| Iowa Faculty Scholar Award | Award to recognize outstanding UI faculty members and provides each awardee with funds for a period of three years to enhance their scholarly activities with the goal of developing and supporting a cadre of UI scholars across a broad array of academic disciplines. Deadline: February 17, 2023 |
Office of the Executive Vice President and Provost: Iowa Mid-Career Faculty Scholar Award | Becca Tritten |
| Mary Jo Small Staff Fellowship Award | The Mary Jo Small Staff Fellowship is an award that University of Iowa staff members may use to help defray costs associated with regional, national, or international meetings or workshops, as well as a variety of other non-academic professional development opportunities on and off-campus. Applications submitted by February 28 will be reviewed and announced in March. |
UI HR: Mary Jo Small Staff Fellowship Award | UI Learning and Development |
| Nominations For the Honor of “Collegiate Fellow” | Faculty members who achieve the rank of full professor and have an established record of sustained development and productivity in the areas of teaching; of research, scholarship, and creative work; and of service are eligible to be nominated. Deadline: February 24, 2023 |
DEO Mailing: February 22, 2023: Reminder: Nominations For the Honor of “Collegiate Fellow” due February 24, 2023 | Becca Tritten |
| The Lola Lopes Award for Undergraduate Student Advocacy | To honor a University of Iowa administrator, staff member, or faculty member (in a non-teaching role) who supports undergraduate education and who serves as a strong, effective advocate for undergraduate students. Deadline: February 24, 2023 |
Office of the Executive Vice President and Provost: Lola Lopes Award for Undergraduate Student Advocacy | Angie Cochran |
March |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| Probationary Faculty Third-Year Reviews Due | Third year reviews of probationary faculty due to CLAS. Deadline: March 1, 2024 |
CLAS Policy: Faculty Reviews: Probationary | Tiffany Schier |
| Instructional Track Reappointment and Clinical Track Reappointment Reviews Due | Reappointment reviews of Instructional Track and Clinical Track faculty due to CLAS. Deadline: March 1, 2024 |
CLAS Policy: Faculty Reviews: Instructional Track CLAS Policy: Appointment and Review of Clinical Faculty |
Tiffany Schier |
| Annual Reviews of Probationary Faculty, Instructional Track Faculty and Clinical Track Faculty Due | Annual reviews of probationary faculty, instructional-track faculty, and clinical track faculty due to CLAS. Deadline: March 18, 2024 |
CLAS Policy: Faculty Reviews: Probationary CLAS Policy: Faculty Reviews: Instructional Track CLAS Policy: Appointment and Review of Clinical Faculty |
Tiffany Schier |
| Annual Tenured Faculty Reviews Due | Annual reviews of Tenured Faculty due to CLAS. Deadline: March 22, 2024 |
CLAS Policy: Faculty Reviews: Annual Review of Tenured Faculty | Tiffany Schier |
| Outstanding Faculty Mentor Award nominations due | Award recognizes exemplary mentoring of doctoral students by members of the UI graduate faculty. Deadline: March 23, 2023 |
Graduate College: Faculty Mentor Award | Kathy Klein Gerling |
| Applications Community-Engaged Course (CEC) Designation Due | This designation allows students to proactively identify and register for courses that include community partnerships. Deadline: March 27, 2023 |
Office of Community Engagement: Community-Engaged Courses | Nick Benson |
| Divestiture of UI Center for Advancement Funds | UI Center for Advancement (UI Foundation) funds must be divested by end of month. | Forms for transfers and divestments found in Foundation folder | Area accountant |
| Begin monitoring low enrollments during Early Registration Period for Summer Session | Monitor low enrollments through the registration period. Consult DEO on recommendations for consolidation and/or cancellation of low enrolled courses. Summer 2024 early registration is March 4-8, 2024 |
MAUI: Course offerings or MyUI Courses Resource/Report: Instructional Capacity – Matching Section Offerings to Demand |
Department Admin or Delegate |
| Staff Performance Reviews Due | Annual reviews of staff due to CLAS. Deadline: March 31, 2024 |
CLAS Policy: Staff Performance Reviews | Unit HR Rep |
Awards & Nominations |
|||
| Outstanding Teaching Assistant Awards | Teaching assistants from all academic units may be nominated for these awards. Deadline: March 5, 2024 |
Council on Teaching: Outstanding Teaching Assistant Awards | Council on Teaching |
| Michael J. Brody Award for Excellence in Service | Faculty deserving of service excellence recognition from the President and Provost Office. Deadline: March 3, 2023 |
Faculty Senate: Michael J. Brody Award | Laura Zaper |
| Diversity Catalyst Award | Honor those engaged in diversity initiatives during the previous academic. Deadline: March 8, 2021 |
Diversity, Equity, and Inclusion: Diversity Catalyst Awards | Equal Opportunity and Diversity |
| Dean's Achievement Award | Nominated undergraduate students must be eligible for services from the Center for Inclusive Academic Excellence (CIAE), formerly the Center for Diversity and Enrichment (CDE). Deadline: March 10, 2023 |
DEO Mailing: March 1, 2023: CIAE Dean’s Achievement Award Nominations due March 10, 2023 | Gabbie McDermott |
| CLAS Outstanding Outreach and Public Engagement Award | To honor a CLAS faculty member who has engaged in activities that bring the University to broader communities in significant and sustained ways. Deadline: March 15, 2024 |
CLAS Policy: CLAS Outstanding Outreach and Public Engagement Award | Gabbie McDermott |
| Improving Our Workplace Award (I.O.W.A.) | To recognize someone who is making a positive difference in the results your workplace is achieving. Deadline: March 15, 2024 |
UI HR Website: Improving Our Workplace Award (I.O.W.A.) | UI Learning and Development |
| Staff Nominations for University Charter and Non-Charter Committees | The University of Iowa Staff Council Committee on Committees solicits applications to fill staff vacancies on University Charter and Non-Charter committees. Deadline: March 17, 2023 |
Faculty Senate: University Charter and Non-Charter Committees | Staff Council Committee on Committees |
| Mental Health Champion Award Nominations | This award celebrates efforts and excellence in “Campus Mental Health” at the University of Iowa. All University of Iowa-affiliated faculty, employees, merit staff, P&S staff, post-docs, and undergraduate, graduate, and professional students are eligible. Deadline: March 24, 2023 |
Scanlan Center for School Mental Health: Mental Health Champion Award | Barry Schreier |
| Innovation Challenge Award Applications | Innovation Challenge is a university-wide competition with the goal to identify, advance, and support the most innovative and entrepreneurial projects on campus. Deadline: March 27, 2023 |
John Pappajohn Entrepreneurial Center: Innovation Challenge Spring 2023 | Jan Finlayson |
| Exceptional Performance Awards for P&S Staff Due | Award (funded by the department) for staff exceptional performance. Deadline: March 15 |
Flex Pay Awards Policy | Julie Rothbardt |
April |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| Salary App Opens | Early April (tentative): Salary App opens for DEOs and Admins to submit staff and postdoc merit salary increase requests. | More information forthcoming | |
| Promotion & Tenure | By April 1, candidate informs DEO of intent. DEO informs candidate of promotion process for review and, by April 15, forwards names of faculty who have requested promotion for upcoming year. |
CLAS Website: Faculty Appointments & Review — Promotion and Tenure Review | Tiffany Schier |
| 5-Year Peer Reviews due | 5-Year Peer Review of Tenured Faculty due Deadline: April 3, 2023 |
CLAS Policy: Five-Year Peer Review of Tenured Faculty | Tiffany Schier |
| Notice of Intent to Apply for PDA due | DEO's must notify the Dean's Office of all faculty in their departments who intend to apply for a 2022-23 PDA (previously CDA). Deadline: April 3, 2023 |
CLAS Policy: Professional Development Award (PDA) Recommendation & Approval | Gabbie McDermott |
| PTEAP (Post-Tenure Allocation Effort) | PTEAP is due; Faculty need to complete the PTEAP, but Admins can enter information for them. The new PTEAP application is in Self-Service. Deadline: April 5, 2024 |
CLAS Policy: Post-tenure Effort Allocation Policy (Faculty) Provost Website: PTEAP (login with HawkID and password) |
Tiffany Schier |
| Visiting Faculty Reviews Due | Annual Visiting Faculty reviews are due to CLAS. Deadline: April 12, 2024 |
CLAS Policy: Faculty Reviews: Visiting | Tiffany Schier |
| Begin monitoring low enrollments during Early Registration Period for Fall Session | Monitor low enrollments through the registration period. Consult DEO on recommendations for consolidation and/or cancellation of low enrolled courses. Fall 2024 early registration: April 8-26, 2024 |
MAUI : Course Offerings or MyUI Courses Resource/Report: Instructional Capacity – Matching Section Offerings to Demand |
Department Admin or Delegate |
| Fall textbook(s) to be listed in MAUI | All textbook and resource orders for Fall 2023 should be finalized in MAUI by Early Registration (April 8, 2024), but no later than four weeks prior to the start of the semester in which the textbook is to be used by students. | CLAS Policy: Textbooks and Materials Policy Resource/Report: Courses Textbook Report |
Registrar's Office |
| Offer Letters | Complete summer faculty, adjunct and TA offer letters. Reappointed Graduate Assistants must receive their reappointment letters for fall semester no later than April 15. |
CLAS Policy: Fixed-Term Faculty Policy (Adjunct/Visitor) CLAS Policy: Graduate Assistant Appointments, Reappointments, and Termination Offer letters available in ALT ICON Site. |
Jeff Donoghue |
| Salary App Closes | Salary App closes for DEOs and Admins to submit staff and postdoc merit salary increases. DEO submits faculty ranking spreadsheets to CLAS. Deadline: TBA |
Tom Koeppel | |
| Annual Disclosure of Outside Professional Activities and Interests due | Faculty eCOI disclosure due April 30, 2024. | Office of the Executive Vice President and Provost: Conflicts of Commitment and Interest Policies at the University of Iowa | Becca Tritten Jan Waterhouse |
| Promotion and Tenure Process Workshop | Offered by Dean’s office, typically once in the fall and once in the spring. | CLAS Website: DEO Calendar | Tiffany Schier |
| Summer Research Faculty Forms | Workflow forms. | Self Service: Administration: HR Transaction System: Summer Support Form | Jeff Donoghue |
| Spring Terminations | Process Spring terminations for TA/RA, adjunct, faculty and staff. | Self Service : Administration : Systems : HR Transaction System | TA and RA: Kristina Swanson Staff and Adjunct: Jeff Donoghue Faculty: Ryan Kirkey |
| Extend end dates for lecturers & 0% appointments | Process yearly COS forms to extend the end dates for lecturers and 0% appointments. | Self Service : Administration : Systems : HR Transaction System | Department Admin or Delegate |
Awards & Nominations |
|||
| Funding Proposals for Provost's Global Forum | The Provost’s Global Forum is the premier annual event on campus focused on international and global issues. The forum brings together experts from the faculty and leading voices from a variety of areas to raise awareness about and contribute to debate on the foremost issues in globalization that face us today. Proposal deadline: April 1 of the academic year prior to the one in which funding programming would take place |
International Programs: Provost's Global Forum Award | |
| Summer 2023 Teaching in Higher Education Conference Award Applications Due | Deadline: April 6, 2023 | Council on Teaching: Teaching in Higher Education Conference Award | Council on Teaching |
| Staff Award Nominations | Faculty, staff, and students are invited to submit nominations for the first-ever CLAS Staff DEI Award, CLAS Leadership Award, and Mary Louise Kelley Staff Excellence Award. Deadline: April 17, 2023 |
CLAS Website: Mary Louise Kelly Staff Excellence Awards | Julie Rothbardt |
May |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| Request Permission to Offer Winter Session Courses | Email AD Lang to request permission to add Winter 2023 courses to the planner by May 19, 2023. | DEO Mailing: May 10: Reminder: Winter Session 2023 Guidelines | Cornelia Lang |
| Adjunct faculty reviews | Review of adjunct faculty due to CLAS May 31, 2024. | CLAS Policy: Faculty Reviews: Adjunct | Tiffany Schier |
| Strategic Plan Progress Reports | Submit annual progress reports on department/division strategic plans to CLAS. Deadline: June 1, 2024 |
CLAS File Cabinet | Area Associate Dean |
| Teaching Salaries (summer) | Contact CLAS HR Hub to process faculty, adjunct and TA summer teaching salaries. | CLAS HR: Administrative Resources: Process a Transaction CLAS Policy: Summer/Winter Salary for Teaching a Course |
Jeff Donoghue |
| Faculty other source summer funding | Contact CLAS HR Hub to process faculty other source summer funding in workflow. | CLAS HR: Administrative Resources: Process a Transaction | Ryan Kirkey |
| Spring/Summer teaching schedules | Request the spring/summer teaching schedules from faculty and the adjunct spring/summer teaching schedules from area heads. | Department Admin or Delegate | |
| Departmental Budgets Due | Use iPlan sheets & directions sent by Sherry Roe. | Tom Koeppel | |
| Department Carryover Requests | Submit all carryover requests in the CLAS MAX system by May 20, 2021. | Jeff Donoghue | |
| Graduate student appointments/ reappointments | Process graduate student appointments and reappointments. Graduate Reappointment System open May 31 - August 11, 2023. |
New: HR Hub representative Reappointment: HR Hub representative (with access, Self-Service : Human Resources Systems : Graduate Assistant Reappointment |
Department Admin or Delegate |
| Fall scholarships | Process fall scholarships in MAUI. | MAUI : Home : Scholarships & Grants Workflow | Area Accountants or Department Specific |
| If not done in April: Extend end dates for lecturers & 0% appointments | Process yearly COS forms to extend the end dates for lecturers and 0% appointments. | Self Service : Administration : Systems : HR Transaction System | Department Admin or Delegate |
| Summer Faculty Forms | Policies and procedures governing summer employment of faculty. | CLAS Policy: Human Resources | Jeff Donoghue |
| Undergraduate Independent Study Enrollment Report | The Undergraduate Independent Study Enrollment Report due to CLAS. Submit for AY 20-21 by end of May. |
CLAS Website: Teaching Policies & Resources — Undergraduate Independent Study Report | Cornelia Lang |
| NOTE: Do not process forms that affect pay for July 1 | Contact CLAS HR Hub to process all HR forms prior to June 1 or in mid-July. This will avoid overriding changes made in the budget system. | Department HR Rep | |
Awards & Nominations |
|||
| Nominations for Outstanding Staff Award, Board of Regents Staff Excellence Award, and David J. Skorton Staff Excellence Award in Service to The University of Iowa Due | To recognize staff for outstanding accomplishments and contributions that significantly benefited or brought honor or recognition to the University. Deadline: TBD |
Staff Council: Staff Council Awards | Staff Awards Committee |
June |
|||
|---|---|---|---|
| Task: | Description: | Website / Location: | Contact: |
| Winter course offering schedule | Winter 2024 course offerings due in MAUI. Planner closed June 15, 2024. | MAUI : Home : Registrar : Offerings Planner | Department Admin or Delegate |
| Annual Staff Recognition Event | Mary Louise Kelly Staff Excellence, Leadership Award winners, Volunteer award winners and Years of Service employees are recognized. June 15, 2023 |
CLAS Website: Staff Recognition Reception | Julie Rothbardt |
| Fall teaching schedules | Request the fall teaching schedules from faculty and the adjunct fall teaching schedules from area heads. | Department Admin or Delegate | |
| Space assignments | Assign space for next academic year. | Department Admin or Delegate | |
| Office moves | Organize office moves for the next academic year. | Department Admin or Delegate | |
| Academic year picnic | Plan beginning of academic year picnic. | Department Admin or Delegate | |
| Budget application | Yearly budget application. | Financial Management and Budget: University Budget | Tom Koeppel |
| Account closeouts | Departments close out accounts. | CLAS Policy: Budget and Finance | Area accountants |
| Terminations | All terminations for current AY must be done before payroll cutoff. | Self Service : Administration : Systems : HR Transaction System | Ryan Kirkey |
| NOTE: Do not process forms that affect pay for July 1 | Process all HR forms prior to June 1 or in mid-July. This will avoid overriding changes made in the budget system. | Department HR Rep | |
Awards & Nominations |
|||
| Global Curriculum Development Award | Award is given to faculty creating a new undergraduate course, or substantially revising an existing course, in order to integrate international or global perspectives into an undergraduate major. Deadline: June 1 of the academic year prior to one in which funded programming would take place. |
International Programs: Global Curriculum Development Award | Amy Welter |